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Academic Program Administrator

Northeastern University
Massachusetts, United States
Salary Not specified
Posted Date
Nov 5, 2021

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Employment Type
Full Time
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Academic Program Administrator

About Northeastern:
Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern's comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.

About the Opportunity:

This position is Eligible for Alternative Work Location.
The Marine and Environmental Sciences Academic Program Coordinator is the primary administrator for Boston-based academic programs, including four core undergraduate degrees, a myriad of combined majors and minors, and the MS degree in Environmental Science and Policy (ESP). The MES department student population is growing exponentially, and this role is essential in supporting that growth as well as our current student population. The person will manage the technical, logistical and administrative support of Boston-based department academic programs and office and lab space. The Academic Program Coordinator manages undergraduate and ESP student curriculum, matriculation and recruitment for the Marine and Environmental Sciences department with oversight from the department Chair and Associate Chair and program directors. This position serves as the only MES department staff member facilitating work with faculty, students, and advisors on Boston's main campus. The position regularly coordinates with College and University administration to ensure department academic programs are in accordance with College and University policies and procedures. The Program Coordinator is the primary personnel responsible for the office administration of the MES department's Boston offices through coordination with the main office at the Marine Science Center in Nahant.

Coordinate Academic Programs with Associate Chair and Chair Implement and manage current and new systems for delivering academic curricula and tracking student populations. Maintain the Department devices of record, such as the course catalog, undergraduate materials, and other documents and resources. Coordinate the data collection, reporting, and analysis to support and inform planning, accreditation, and assessment for undergraduate programing and admissions in the MES department. Requires developing working knowledge of computer and database systems used at the University (i.e. ARGOS, Cognos, Banner, Salesforce, DARS, TRACE). Analyze and report on data that aid an understanding of curriculum offerings, and outcomes and assessment. Manage deadlines for university- and college-level projects including part-time instructor hiring, recruitment events, orientations and graduations. Coordinate and participate in marketing and recruitment activities including open houses, education fairs and presentations, new student orientation activities, and undeclared student recruitment sessions. Manage logistics for department main campus events including meetings/presentations, new student orientations, and the annual senior celebration.

Technology, Web and Office Support Manage the Boston campus offices of the MES department, and their communications strategy, website content development, brochures and flyers, and social media sites. Collaborate with COS and MSC outreach personnel to manage the social media strategy for Boston-based programming. Ensure efficient use of program space including staff and faculty offices, and common areas for students and work studies. Assist supervisors with assigning shared faculty offices based on needs and availability. Manage department office supplies, maintain appropriate inventory.

Student Employee Management Manage job postings in JobX. Recruit, hire, and onboard workers. Establish work schedules. Validate, approve, and document weekly time sheets. For tutor hires, manage applications, coordinate training, and secure signed documents For office assistant hires, assign tasks and provide performance evaluations. For department transportation hires, schedule road tests via Transportation. Coordinate drivers for field trips.

Academic Administration Represent the MES Department as the sole main campus contact for faculty, students, advisors, Registrar, Student Financial Services, prospective students and others on academic program and related matters. Respond to all manner of inquiries regarding MES academic administration including electronic, in person, phone or other forms of correspondence. Develop program information packets, marketing materials, and course advertisements. Develop program marketing, advertising, outreach and recruiting efforts. Orchestrate recruitment and prospective student tours and maintain records about prospective student leads for the Dean's Office. Develop, enhance, and maintain processes and communication to improve students' navigation of and access to designated advisors, resources, and supports at various stages of their educational progression. Serve as the community nexus for the undergraduate and ESP student body and provide support for the student population and the department's mission, strategic planning, and daily operations. Assist in the review of applicants for the Department scholarships. This includes coordinating with the student awards committee on upcoming awards, maintaining lists of students who might be exceptional award candidates, providing resources for award nominations and facilitating collection of award materials for awards that are administered by the department. Track and meet Registrar deadlines (i.e., rollovers, course proofs, TRACE proofs, final exam proofs, pre-seed course requirements). Manage course enrollments. Ensure accurate course listings in Banner with appropriate coding for instructors and TA's Support the MES Undergraduate Curriculum Committee (UGCC) through recommendations and execution of curriculum changes, course needs, and programmatic assessments. Serve as liaison to communicate student needs to department leadership and help develop strategies to better meet student needs. Coordinate course enrollments and perform Banner overrides for MES courses. Act as a liaison between other academic units and the Marine and Environmental Sciences department to create joint course offerings and requirements. Work with academic and major advisors to facilitate course exceptions, overrides and registration and facilitate solving issues that may arise with course related matters, including late registration, change of grades, room change requests, etc. Work with the relevant advisors to confirm course equivalencies for transfer and semester abroad programming. Facilitate the promotion and successful completion of department led Plus One programs, including helping students navigate the relevant course requirements to transition from undergraduate to graduate programs.

Faculty Support Act as the main point of contact for main campus faculty about Northeastern University resources, administrative support, key contacts, and enterprise systems. Communicate important information to faculty, including a list of important dates at the beginning of the semester. Maintain Good Faith Consideration status records for part-time lecturers. Manage, in consultation with faculty, departmental course meeting schedules, office hours, and textbook orders.

Bachelor's degree required in a related field. Candidate should have a minimum of two to three years of relevant professional experience in an academic or business environment and should have the skills required to support students and build community within our department spaces on Boston. Applicant should have experience in marketing and/or recruitment in an academic setting. Applicant must demonstrate strong organizational, communication, and time management skills. Applicant must be adept at navigating a wide array of computer systems and programs as well as troubleshooting technical issues. Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.

Preferred Qualifications:

Salary Grade:

Additional Information:
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see

To apply, visit

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